Program Services Assistant

Job description

Program Services Assistant

Union Level:
Department: Provost
Campus: Sacramento
Posting Number: 201301257P
Full or Part Time: Full Time
Number of Months: 12
Work Schedule: Work typically performed during standard business hours. May require occasional evening and weekend hours to complete tasks. Occasional travel may be required. This is a 2 year position.
Position End Date:
Open Date: 01/23/2018
Close Date:
Open Until Filled: Yes
Special Instructions:

Primary Purpose:
This position provides administrative support to the Director and Program Coordinator to fulfill the objectives of the Physician Assistant Program. Serves as the primary point of contact for the program, assisting and maintaining correspondence with students and applicants to the Program.

Essential Functions:
Program/ Initiative Administrative Support:

  • Serves as a first-stop source of assistance for applicants, students, and others.
  • Performs administrative duties for the Director, Program Coordinator, and the Program using working knowledge of the unit’s policies, procedures, and practices.
  • Provides administrative support directly to Program Director, specifically related to Initiative tasks.
  • Responsible for day to day financial functions of the program, including processing of invoices, reimbursements, and Procard reconciliation.
  • Responsible for managing main program email/phone correspondence with prospective applicants, students, and other external parties, responding timely to all inquiries.
  • Responsible for calendaring, meeting/room scheduling, and catering requests at the direction of the Program Coordinator and Program Director.
  • Schedules and/or arranges meetings, travel, lodging for unit personnel or visitors. Ensures reimbursements are made when appropriate.
  • Composes and prepares letters, correspondence, special reports, presentations, and email using standard software applications and in a form consistent with standard business practice.
  • Assists with recruiting efforts including, but not limited to, on and off campus recruiting events, information sessions, webinars, and advertising.
  • Assists with program marketing and outreach.
  • Takes meeting minutes for review and/or distribution.
  • Other duties as assigned.

    Minimum Qualifications:
  • Two (2) years with increased administrative experience

    Preferred Qualifications:
  • Experience in supporting educational/academic programs and services preferred.

  • Associate’s degree or Bachelor’s degree preferred

    Skills/Knowledge and Expertise:
  • Positive attitude, strong service orientation.
  • Knowledge of modern office methods, supplies and equipment that are adequate to successfully complete difficult and complex documents.
  • Excellent verbal and written communication and interpersonal skills.
  • Strong organizational skills and the ability to work under pressure with frequent interruptions; ability to work independently under general direction.
  • Demonstrated ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
  • Demonstrated proficiency in the use of computer office software including word-processing, spreadsheet applications and mail merge functions. PowerPoint or similar programs highly desired.
  • Excellent verbal, written communications and interpersonal skills; ability to establish and maintain effective working relationships with staff, departments, and others.
  • Excellent phone & customer service skills, office organization, event/meeting scheduling and records management skills.

    Physical Requirements:
    Work is primarily performed in a standard office environment with use of computer and phone. Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking (or “walking across campus,” if applicable), climbing stairs, bending, stooping and reaching. Occasional lifting up to 25 pounds.

    The Physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Hiring Range: Min $17.17 per hour to Mid 22.48 per hour, non-exempt

    To apply, visit:

    Background Check Statement:
    Applicants who are selected as final possible candidates must be able to pass a criminal background check

    AA/EEO Policy Statement:
    University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.





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    Job No:
    Posted: 1/24/2018
    Application Due: 3/25/2018
    Work Type: